Welcome to the Business Users Group

1. Welcome to theBusiness Users Group Thursday, August 24, 2006 9:00am – 11:30am

2. Today’s Agenda • Announcements • Presentations • Review ERD Form • Reports • Budget Status • Received Voucher Status • Outstanding Warrants • RUG Update • Fixed Assets – how to handle additional cost 2

3. Announcements • Changes on NIS Team • CAFR Status 3

4. An optimist might say - What is near and dear to all our hearts? A pessimist might say – What causes me the most time and trouble? The answer to both is – The shiny new Expense Reimbursement Document. 4

5. The debut of our new expense reimbursement form was July 1, 2006. • State Statute 81-1177: • The Director of Administrative Services is required to have prepared a uniform traveling expense account form to be used by all state officers and employees when making a request for payment or reimbursement for traveling expenses. No traveling expense request shall be approved for payment unless it is made on the form prescribed and furnished by the director. • Find the new ERD form on the State Accounting website under Forms. 5

6. 6

7. Green shaded areas shown are optional fields for Agency use • Transportation Document Number • Lodging Document Number • Batch Number • Document Number 7

8. Enter month/day of event • Enter start and stop points (location) for each trip • State purpose of trip • Enter start and stop times for each trip • Actual amounts for meal • Lodging – DB or invoice amount • Miscellaneous expense or use for further explanation 8

9. Direct Billings • Business Units/Object Codes • Employee Information • Employee Signature and date • Supervisor or Approver and date • Authorized Signature and date 9

10. 10

11. Budget Status by Agency Report

12. Run the Budget Status by Agency report to manage the spending of budgeted dollars. This report will include totals and subtotals by account. • View the work instructions for running the Budget Status by Agency report in the General Accounting manual on the NIS website. 12

13. Enter the Agency and Division. • This report can also be narrowed down by: • Fund • Fund Type • Business Unit 13

14. Enter the Period Number and Fiscal Year. 14

15. 15

16. Received/Vouchered Status Report

17. Run the Received/Voucher Status Report to review detailed information about outstanding purchase order encumbrances. • View the work instructions for running the Received/Voucher Status report in the General Accounting manual on the NIS website. 17

18. NIS0001 - run report by Supplier • NIS0002 - run report by Purchase Order 18

19. Enter the Agency Number. • This report can also be narrowed down by: • Business Unit • Fund 19

20. 20

21. Outstanding Warrants Report

22. Outstanding Warrants Report • Navigate to the State Accounting website to review the Outstanding Warrants report. • http://www.das.state.ne.us/accounting/ • Click NIS • Click Reports • Click Outstanding Warrants Reports • Choose the PDF or Excel version of either the AP or Payroll warrants reports • Find your agency on the report 22

23. RUG Update

24. Run the AP Detail with Aging report to view total open accounts payable with aging totals by due date, fund, and supplier address book number. • View the work instructions for running the AP Detail with Aging report in the Accounts Payable manual on the NIS website. 24

25. To sequence this report by Due Date, choose both Data Selection and Data Sequencing. 25

26. Enter the Fund. • This report can also be narrowed down by: • Supplier • Due Date 26

27. Move Discount Due Date from the Available Columns to the Sequenced Columns and move to the top of the list. 27

28. Verify the following • Aging Date = blank • Date Type - I 28

29. 29

30. Run the AP Detail with Remarks report to view accounts payable detail assist in managing cash flow. • View the work instructions for running the AP Detail with Remarks report in the Accounts Payable manual on the NIS website. 30

31. Choose NE999003 – Open A/P Detail w/remarks – by fund. 31

32. To sequence this report by Due Date, choose both Data Selection and Data Sequencing. 32

33. This report can be narrowed down by: • Fund • Supplier • Due Date 33

34. Move Discount Due Date from the Available Columns to the Sequenced Columns and move to the top of the list. 34

35. Do not make changes to the Processing Options. 35

36. 36

37. Run the G/L Post Budget Failure report to review specific information on a batch that failed to post. • View the work instructions for running the G/L Post Budget Failure report in the Budget Failure manual on the NIS website. 37

38. Choose NIS0001. 38

39. Enter the Batch Number and Batch Type. • Enter G for journal entry, V for voucher, O for receipt . 39

40. 40

41. Run the Print Voucher Journal report to review voucher batches before they are posted. • View the work instructions for running the Print Voucher Journal report in the Accounts Payable manual on the NIS website. 41

42. Enter the Batch Number. 42

43. 43

44. Fixed Assets

45. Fixed Assets Reminders • To add cost to an existing asset, create a new tag number with a parent/child relationship. • A State Accounting policy is in progress to address this process. • When creating a journal entry for a fixed asset transaction, use a 580000 object account – do not use a 170000 object account. • Use a status starting with a “P” (i.e. PS – pending surplus) when disposing of an item – do not use a status starting with a “D” (i.e. DS – disposed surplus). Surplus Property will change it to these codes. 45

46. Thank you for coming!Please remember to fill out an evaluation!